How are you keeping track of your cash flow as things grow?

★★ signal-medium r/ecommerce · ↑ 52 · 💬 30 · 2025-07-31 · kw: Sponsored Products tool · open on reddit ↗

Tool

Adro banking, Excel, Zapier, FinaLoop, Iris Finance, Highbeam, Xero, MYOB, Freshbook

Issue

E-commerce founder mixed personal and business finances, could not track actual profit across ad spend, packaging, and supplier invoices; numbers did not reconcile due to lack of systematic expense tracking across multiple payment methods.

Cost

unstated

Recommendation

Xero, MYOB, or Freshbook for accounting automation; Zapier for integration; FinaLoop, Iris Finance, or Highbeam if budget allows ($200–$1000/month); Google Sheets with daily actuals for cashflow variance tracking

extracted with

anthropic/claude-haiku-4.5 · 2026-05-08

Body

I started my online store with just a few products and didn’t really think much about the financial side. Money was coming in but I didn’t have a system. Sales would hit my personal account and I would pay for supplies and ads using whatever card was available at the time. Tracking expenses on ads, packaging and supplier invoices became a full time job in itself besides anything else that would come up (and it always does lol). The numbers weren’t adding up and I realized I had no clear idea what my actual profit was. I have started cleaning things up slowly but surely got a separate USD account through Adro banking so my payouts don't mix with personal stuff and also helps with international fees , got an inventory tracking spreadsheet template with Excel so I can actually track and calculate expenses, using note taking apps to organize supplier contacts, order timelines, and maybe even some launch planning. What else should I be doing please any criticism is welcome. Lots of stuff needs figuring out too, but cleaning up the financial side has already made a big difference. If anyone has any favorite tools or routines for staying organized while running an ecom shop I’d love to hear what’s worked for you since I'm trying to perfect most things that I can.

Top comments (6)

[score=2] souravghosh

I'm really glad that you have started focusing more on the financial side. Nothing is more important than that to grow your e-commerce business. These two comments might give you more clarity regarding your financials: - [eCommerce Financials - important metrics to track](https://www.reddit.com/r/ecommerce/comments/1lisdts/comment/mzmkaek/) - [Margin obsession troubles](https://www.reddit.com/r/ecommerce/s/5FlZnbCXld) If you can afford to pay $200-$1000 per month for sophisticated financial platforms, you can take a look at FinaLoop, Iris Finance, Highbeam, etc. If not, you have to stick to juggling between your bank accounts, accounting software, and spreadsheets. You can make things a little bit easier and automated using a tool like Zapier. If you are able to create a no-brainer step-by-step SOP (Standard Operating Procedure) using a tool like Scribe or KomodoDecks for all this financial operation stuff that has become a full-time job in itself, you should be able to find $5-10/hour affordable global talents on platforms like Upwork. Hoping you are already using ChatGPT+. Definitely give the agent mode a try to do things for you, and also build a better system for you.

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[score=1] pjmg2020

Get a robust accounting platform like Xero or MYOB or Freshbook as it's going to make compliance and working with a bookkeeper much simpler. As for cashflow—these platforms have various apps you can use—but I always found myself reverting back to a good ol' Google Sheet that I just needed to add my actuals to every day/week and then it would show me my variance. Very quickly, if you take your numbers seriously, you'll have a head for what your average COGS is, what your average fixed costs are each day, what your CP needs to be each day, and you'll always have a top-of-mind idea on how you're tracking.

[score=1] No_Zookeepergame_680

Exactly this! I think I can help you (no, I don’t want anything for it): I made a smart finance tool myself (economics background) for essentially that reason and it solves financial planning all at once: it instantly tracks and forecast different layers of margins, costs, revenues, cashflows, … + all sorts of KPI you can think off - pretty comprehensive tbh. Also I addd a feature that exports/prints all of the pages cleanly to a financial report at the end (ready in like 5min) + some cool AI extra sauce to make great, data-driven and contextual decisions. Many small businesses don't do that and those decisions can turn into disasters once you actually look at what’s left after all expenses. So I think I could help out here (again, don’t want anything in return: an opinion on that tool to improve it would be helpful tho)

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